Department Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Organizational Status

This position works under the direction of the Department Head and the Administrative Manager. The position plays a key role in the Department by providing day-to-day administrative support to the Department Head and Administrative Manager and planning major Departmental events.

Work Performed

Department Head Support

Provides executive administrative support to the Department Head, and Administrative Manager:

• Organizes the calendar of the Head (and at times the Administrative Manager) by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimizes Head's travel time where possible.
• Supports planning and coordination of travel and events for the Department Head and the strategic plan. Makes travel and hotel arrangements for the Head. Selects and assembles a schedule of meetings that the Department Head would need to attend at out-of-town conferences.
• Screens incoming materials, referring matters for reply or additional information and prioritizing for the attention of the Department Head and Administrative Manager.
• Departmental contact for Head’s signature requests, including research forms and contracts. In the Department Head’s absence, arranges alternate signing authority. Arranges for a Faculty alternate to review and sign appointment forms and/or grants during Head's absence; notifies appropriate parties of this alternate signing authority.
• Provides support to the Department Head with teaching, scholarly, and clinical activities.
• Maintains Department Head’s CV.
• Drafts and edits letters, memoranda and reports, and generates and compiles statistical data and reports, as needed.
• Pro-actively coordinates and supports the submission process of the annual activity reports for faculty, ensuring their information is updated in a timely manner.

Committee Support and General Administration

• Provides administrative support to Departmental Committees, including the Department of Emergency Medicine Advisory Committee (DEMAC), the Research Committee, Executive Committee, Rounds Committee, Full-time Faculty meeting and other ad-hoc committees. These duties include but are not limited to: booking rooms (or zoom calls), taking minutes, proactively distributing agenda and minutes in a timely fashion and maintain attendance records.
  • Schedules Departmental Meetings, collects information, and develops agendas, materials and takes minutes for Departmental Meetings. Distributes approved minutes to the appropriate members.
  • Books meeting rooms, zoom calls and presentation equipment when required; arranges catering when needed.
  • Maintains attendance records for standing committee meetings and coordinates payment processing and documentation for eligible committee members.

• Coordinates end-to-end interview logistics for departmental recruitment and selection processes, including compiling and distributing candidate application packages and interview materials, preparing draft interview question sheets, following up with panel members to support timely review, scheduling interviews, and managing Zoom access and technical coordination on interview days.

• Provides end-to-end coordination and administrative support for Department’s leadership fellowship program conducted jointly with Harvard, including selection timeline development, application promotion, candidate and interviewer communications, interview scheduling, panel formation, preparation of interview materials and questions, and selection-process logistics.

• Oversees the staff and faculty awards nomination processes for the various Faculty, Department, University and external awards, including proactively managing deadlines and completing information needed, soliciting referee requests, coordinating nomination packages.
• Provides information regarding UBC policies and procedures and answers enquiries from staff, faculty and visitors.
• Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature.
• Oversees and maintains the confidential Departmental administrative physical and electronic files.
• Develops and implements improved filing systems, standardized templates, and documentation guidelines to improve consistency and access to information; trains and supports staff in using new systems and procedures.
• Reconciles the Departmental credit card.
• Serves as the main point of contact regarding facility requests (e.g. maintaining list serves/mailing lists, keys, email, photo IDs, building access card, phones etc.).
• Oversees and maintains office supplies and equipment purchases.
• Submits invoices for payment ensuring the correct coding, maintains a shared finance tracking sheet regarding what invoices were submitted, what the invoice was for, where the invoice was charged and whom requested the invoice be paid; and checks Workday to ensure the invoices are appearing in the general ledger.
• Other tasks as required by the Department Head and Administrative Manager

Communications and Event Coordination

• Coordinates logistics for departmental academic events and social events, including departmental Research Day, department wide meetings, Provincial Grand Rounds, continuing medical education (CME) activities, strategic planning exercises, and recognition events.
• Supports logistics for Provincial Grand Rounds, including development and implementation of safety plans, committee coordination, presenter and stakeholder communications, accreditation, and event operations.
• Maintains and updates departmental webpages using WordPress. Provides training to departmental staff and acts as a resource on WordPress.
• Supports the drafting and distribution of the monthly departmental newsletter

• Conducts research on content and gathers related materials from a variety of sources
• Provides end-to-end coordination and administrative support for the Emergency Medicine Research Day, including event timeline development, budget planning, accreditation submissions, event promotion, awards adjudication, catering, post-event evaluations, and other event logistics.

• Supports budget planning, financial administration, and post-event reconciliation for the Emergency Medicine Research Day, ensuring compliance with UBC financial policies and procedures.

• Coordinates event communications, abstract and registration processes, speaker and participant support, travel arrangements for speakers, venue setup, catering, technology, registration tracking, and on-site troubleshooting.

• Serves as a key contact for visiting professor(s), participants, vendors, and internal stakeholders throughout the event planning and delivery process.

• Supports departmental financial administration, including cost-recovery activities, invoice processing, expense reports, billbacks, purchasing, and Workday accounting journals and adjustments.

• Responds to departmental inquiries and provides operational and administrative support to faculty, staff, and other stakeholders.

Facilities

• General office administration including maintaining door signs, collecting and redirecting mail, maintaining departmental equipment inventory and consumables, etc.
• Requests ID badges/building access card and keys for new departmental admin and education staff.
• Submits building maintenance requests, including furniture removal/fixtures and carpet cleaning.
• Keeps procedures up to date.

Consequence of Error/Judgement

This position works independently under broad direction and work is performed within authorized prescribed limits and/or an approved plan. Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies. Errors in maintaining the Head's calendar and processing documents in a timely and accurate manner can result in obligations not being met or lack of compliance with UBC policies.

Supervision Received

Works independently under the direction of the Department Head and Administrative Manager. Refers complex, unusual, and recurring problems to the Administrative Manager for guidance. Recommends solutions and implements upon approval.

Supervision Given

Formally trains new staff on work procedures. May supervise temporary staff and student employees.

Minimum Qualifications

High School graduation, plus a two-year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Ability to communicate professionally and effectively verbally and in writing.
• Ability to compose correspondence, reports, presentations, and other written materials using clear, concise business English.
• Ability to be thorough, accurate, and possess a high level of attention to detail.
• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, and schedule the day’s activities appropriately.
• Ability to perform word processing at 60 words per minute and operate a normal range of office equipment.
• Ability to take and transcribe minutes.
• Effective organizational, problem-solving, planning, and analytical skills.
• Ability to efficiently and effectively manage multiple tasks and priorities.
• Ability to create and accurately maintain records and filing systems.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work independently, with minimum supervision, and cooperatively within the UBC community and with external stakeholders.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Proven ability in contributing to a productive and supportive workplace.
• Solid judgment and strong ability to maintain confidentiality, tact, and discretion in handling sensitive or confidential issues and in interacting respectfully with internal and external stakeholders.